How to organise a film market without last-minute problems

Organising a film market means running two events at once: a sales area with stalls and a screening programme that must work on time. Start by fixing the date, venue and programme, then secure film rights before promoting anything. After that, manage sellers, registrations, dietary requirements and volunteer shifts in one overview. The final week is for testing files, checking power and cables, preparing signs and badges, and confirming exactly what each vendor needs.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Set the date and program
2 people
2
Checking film rights
2 people
3
Confirm venue details
4
Contact sellers
2 people
5
Compile film program
2 people
6
Create registration form
7
Send invitations
2 people
8
Post promotion on social media
9
Process registrations
10
Collect dietary requirements
11
Update the vendor list
12
Make reservations
13
Work out the floor plan
2 people
14
Schedule volunteers
15
Send the program to vendors
16
Collect film files
2 people
17
Test video files
2 people
18
Design signage
19
Prepare name badges
20
Check the purchase list
2 people
21
Do the shopping
2 people
22
Collect materials
2 people
23
Prepare printed materials
24
Fill coolers
2 people
25
Clear the screening room
2 people
26
Set up market stalls
4 people
27
Set up tables and chairs
4 people
28
Set up projection screen
2 people
29
Connect the projector
2 people
30
Connect sound
2 people
31
Lay out power cables safely
2 people
32
Set up lighting
2 people
33
Hang up signage
2 people
34
Receive vendors
3 people
35
Assign vendor locations
2 people
36
Set up the information booth
2 people
37
Test the cash register and card terminal
2 people
38
Chill drinks
2 people
39
Set up the coffee station
2 people
40
Prepare snacks
2 people
41
Check toilets
42
Set up the opening table
2 people
43
Carry out the final technical test
2 people

Event

44
Welcome visitors
3 people
45
Distribute program
2 people
46
Staff the information booth
2 people
47
Support vendors
2 people
48
Start the film screening
49
Host the film screening
2 people
50
Serve snacks
2 people
51
Refill drinks
2 people
52
Staff the coffee station
53
Keep the break room tidy
54
Announce the second film
55
Screen second film
2 people
56
Announce evening program
57
Screen the evening movie
2 people
58
Serve the last round
2 people
59
Have vendors pack up
2 people
60
See visitors out
2 people
61
Close the register
2 people

Aftercare

62
Collect used items
4 people
63
Sort waste
2 people
64
Wash dishes
2 people
65
Turn off projection equipment
2 people
66
Clear tables and chairs
4 people
67
Clean the venue
3 people
68
Check materials
2 people
69
Return borrowed items
2 people
70
Store leftover stock
2 people
71
Inform vendors about the process

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Market stallsqty 12
Tablesqty 8
Chairsqty 60
Foldable tablesqty 2
Stoolsqty 4
Clothes racksqty 4
Tableclothqty 10

Equipment

Projector
Projection screen
Laptopsqty 2
Speakersqty 2
Microphone
Mixer
Extension cordsqty 6
Power stripsqty 6
Cable reelsqty 2
Payment terminal
Power banksqty 4
USB sticksqty 4

Lighting

LED lampsqty 8
Mood lightingqty 4
Flashlightsqty 4

Decorations

Movie postersqty 12
Red carpet
Clapperboard
Directional signsqty 12
Program standsqty 6
Balloonsqty 50
Decorative film rollsqty 4
Name badgesqty 100
Badge holdersqty 100
Wristbandsqty 150

Tableware

Glassesqty 80
Coffee cupsqty 50
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 10
Serving spoonsqty 8
Coffee potsqty 3
Water jugsqty 4

Kitchen

Coolersqty 4
Thermos flasksqty 4
Bottle openersqty 3
Cutting boardsqty 3
Kitchen knivesqty 3
Pliersqty 4
Measuring cupsqty 2
Aluminum foilqty 2

Catering

Drink dispensersqty 3
Snack cupsqty 100
Napkin holdersqty 6
Coffee filtersqty 100
Groceries

Cleaning

Waste binsqty 8
Waste sorting binsqty 4
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Vacuum cleaner
Towelsqty 12

Other

Cash float
Cash box
Printer paperqty 500
Pen setsqty 10
Markersqty 12
Clipboardsqty 6
Tapeqty 8
Scissorsqty 6
Cable tiesqty 100
Cable tiesqty 50
Gaffer tapeqty 6
Disposable glovesqty 200

Tips

Set the programme before inviting sellers. Allow time between screenings for visitors to move through the market, and send vendors the final programme rather than a draft.
Check film rights and collect the actual film files early. Test every video file on the planned laptop, projector and sound system at least 7 days before the event.
Plan the room around both stalls and screenings. Mark entrances, exits, queues and cable routes, and keep extension cords and cable reels out of walking paths.
Close registrations 3 to 5 days before the market if you need dietary information, name badges or seating numbers. Give volunteers the final attendee and vendor information in the same period.
Do a separate power and equipment check on the day before setup. Test the projector, screen, speakers, microphone, mixer, payment terminals and power banks before visitors arrive.

Frequently asked questions

How far in advance should I organise a film market?: Start at least 8 to 12 weeks ahead. Use the first 2 weeks for the date, venue, programme and film rights, then leave several weeks for sellers, registrations and promotion.
When should film rights be checked for a film market?: Check rights before publishing the programme or sending invitations, ideally 8 weeks before the event. Keep written confirmation for every film and verify any restrictions on audience size or venue use.
When should I test the films and screening equipment?: Collect the final files at least 2 weeks before the market and test them no later than 7 days before. Repeat a short projector and sound check during setup on the event day.
How many volunteers do I need for a film market?: Plan at least 1 volunteer for registration, 1 for the screening room and 1 for every 8 to 10 market stalls. Add one floating coordinator if the market and screening area operate at the same time.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.